QuickBooks
Send Amazon settlements and vendor bills and payments to QuickBooks Online, reconcile vendor statements, and see everything OrderPilot has sent.
What it's for
The QuickBooks page sends your OrderPilot money records into QuickBooks Online so your books match your bank:
- Amazon settlements β each Amazon deposit becomes journal entries split by month, with the order list attached, and must match the deposit to the penny.
- Vendor statements β upload a vendor's statement; OrderPilot matches every invoice, credit and payment against your purchase orders and then records the bills, credits and payments in QuickBooks.
- Sent history β everything OrderPilot has ever sent to QuickBooks.
Postage for shipping labels is sent to QuickBooks automatically every Sunday.
Where to find it
Sidebar β Accounting & Reports β QuickBooks. You need the financials permission.
QuickBooks is connected under Settings β Integrations β QuickBooks.
The screen at a glance
- Status badge β Connected, Not connected or Not set up, with your QuickBooks company name and whether the nightly automatic export is on.
- Tiles β one per kind of entry sent (for example Amazon settlement, Postage, Vendor invoices, Vendor payment) with the total amount, how many were sent, how many errors, and when the last one went.
- Tabs β Amazon settlements, Vendor statements, Sent history.
Amazon settlements tab
Columns: Period (start β end, or "still open"), Paid out (date Amazon sent the money), Amazon deposit (amount), Status (open or closed), In QB (sent by OP, already in QB, or blank).
Settlement preview
- The title shows the settlement window and either β matches the deposit or a β variance amount.
- π Full picture β orders in the settlement, product sales, shipping paid by buyers, marketplace tax, commission fees, FBA fees, other order fees and promos, account-level fees, refunds, refund fees and return postage, Buy Shipping labels, Net to your bank, the entry date in QuickBooks for each month, and what Amazon says it deposited.
- π§Ύ Details β every order β every line of the settlement with order, date, what it was and the amount. Filter buttons by type (with counts) and a search box for an order number. The footer totals what is showing.
Vendor statements tab
This tab only appears if vendor statements are turned on for your account. Columns: Statement date, Vendor, Ref, Open (due), Paid this period, Credits, Reconcile (matched β, amount different, no invoice, no PO, credits), Parse (β when the file was read correctly, β if not).
View opens the statement's lines: invoice number, type, date, PO or reference, amount, OrderPilot's total, paid, balance, cleared date, section and Match (matched, amount β , invoice not in OP, PO not in OP, credit). A menu filters the lines by match result.
Sent history tab
Every entry OrderPilot sent: when, what (Amazon settlement, Postage, Vendor invoices, Vendor credit, Vendor payment, and older entry types), for which record, the QuickBooks record it created, the amount, the status and details. Filter with the Everything menu.
Buttons and actions
| Button | What it does |
|---|---|
| β Support | Opens an email to OrderPilot QuickBooks support. |
| β Setup (Settings β Integrations) | Opens Settings, where QuickBooks is connected. |
| β¬ Pull settlements from Amazon | Fetches the last three months of settlements from Amazon. |
| π Preview | Opens the settlement preview (big settlements can take up to a minute). |
| β€ Send to QB | Shows the deposit, OrderPilot's net and the variance, then asks to send. Sends one journal entry per month with the order list attached. Months already in QuickBooks are skipped. This writes to your books. |
| β Show 20 more | Loads older settlements. |
| β Close | Closes the preview. |
| Vendor⦠+ file + ⬠Upload statement | Uploads a vendor statement (PDF, TXT or CSV) and matches it. A message tells you how many new invoices and credits it found. |
| Vendor statement website buttons | Open supported vendors' statement websites in a new tab so you can download the statement there. |
| Pay-from bank account | The QuickBooks bank account vendor payments come from. Must be the account the vendor's ACH left. |
| All vendors / vendor buttons | Show statements for one vendor. |
| π View | Shows the statement's lines. |
| οΌ Create β¦ in OP | Optional. Creates the missing invoice records (and placeholder POs for orders placed outside OrderPilot) inside OrderPilot only. QuickBooks gets its bills from the statement either way. Asks first. |
| π Send to QB | Shows exactly what will be written (bills, return credits and payments matching each bank withdrawal), then sends it with a progress bar. Open invoices stay in OrderPilot until they are paid. This writes to your books. β In QB shows when done. |
| π | Removes the uploaded statement from OrderPilot only. Nothing is deleted in QuickBooks. Asks first. |
| β» Refresh | Reloads the sent history. |
| β» resend | Forgets that entry so the next run sends it again. Nothing is deleted in QuickBooks. |
How to send an Amazon settlement to QuickBooks
- Open the Amazon settlements tab.
- Click β¬ Pull settlements from Amazon.
- On a closed settlement, click π Preview and check that it says matches the deposit.
- Click β€ Send to QB and confirm.
- The In QB column changes to β sent by OP.
Open settlements can't be sent; they close automatically when Amazon pays out.
How to reconcile a vendor statement
- Download the statement from the vendor's website.
- Open the Vendor statements tab.
- Choose the Vendor, choose the file and click β¬ Upload statement.
- Check the Reconcile column. Click π View and filter by Amount mismatch, Invoice not in OP or PO not in OP to look at problems.
- Make sure Pay-from bank account is set.
- Click π Send to QB, read the summary, and confirm.
Tips and troubleshooting
- Variance over $1 β OrderPilot refuses to send a settlement that doesn't match the deposit. Look at the Details tab before sending.
- "Amazon rate-limits back-to-back reads" β wait a minute and click Preview again.
- Pick the pay-from bank account β if it isn't set, Send to QB highlights it in red and stops. Set it and click Send again.
- "This statement is already in OrderPilot" β the upload had nothing new in it.
- If any entries fail, the result says how many; filter Sent history to Vendor invoices or Vendor credits to see them.